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Multi-Functional Devices (MFD) Panel: User Guide

Modified on: Mon, 26 May 2025 8:40 AM

Introduction

The Catholic Education, Canberra and Goulburn (CECG) Multi-Functional Devices Panel was established following a competitive tender process. The categories of services forming the panel arrangement are:

  1. Multifunctional Devices (MFDs) and Associated Hardware
  2. Print Management Software
  3. Print Management Services.

Head agreements were signed with each vendor for an initial three-year period commencing on 1st January 2025 and expiring 31st December 2027, with one, two-year extension option.


Each Device provided will be supported by a support and maintenance agreement (Print Management Agreement). The Print Management Agreement continues for the Warranty Period (5 years), with the option to extend by mutual agreement for up to an additional two (2) years. 


 

Purchase of MFDs vs Lease

  1. All Schools are required to purchase the devices outright and not set up any lease arrangement for new devices.
  2. No device is to be set up on leasing arrangements other than already existing arrangements.
  3. For any devices currently on a lease arrangement, Schools are advised to replace the devices upon their lease expiry with new devices purchased outright from the panel.
  4. Please speak to your School’s Finance Business Partner for Budget.

 

Benefits

The Panel has been established to provide CECG stakeholder with access to specialist third-party providers in the respective service categories.

The benefits of the panel arrangement are:

  1. Reduced capital cost for each new device.
  2. Competitive costs for ongoing print management services.
  3. A standardisation of purchasing activities for MFD, hardware capability and service provision; 
  4. Established agreed processes by both CECG stakeholders and Panel Suppliers;
  5. Achieving streamlined efficiency through consistency of processes; and
  6. Ability to allow for system wide reporting capability across Printing.


Suppliers and Device Summary

 

Supplier Trading Name

Device Type

Device Name

Link

Supplier Contact

 

FUJIFILM Business Innovation Australia Pty Ltd

Small

Apeos 4830 Mono MFP

Apeos 4830 Product brochure 

Email: michael.groenhout.vq@fujifilm.com 

Phone: 0418 481 143

Small – (ALTERNATE)

Apeos C3530 Colour MFP

Apeos C3530 Product brochure

Medium

Apeos C3567 Colour MFD

Apeos C3567 Product brochure

Large

Apeos C5571 Colour MFD

Apeos C5571 Product brochure

Print Room

Apeos C7580 Colour MFD

Apeos C7580 Product brochure

Konica Minolta Business Solutions Australia Pty Ltd

Small

bizhub 4051i

https://www.konicaminolta.com.au/products/office-printing/bizhub-4051i 

Email: Patrick.Reilly@konicaminolta.com.au

Phone: 02 6206 6521

Medium

bizhub C361i

https://www.konicaminolta.com.au/products/office-printing/bizhub-c361i 

Large

bizhub C551i

https://www.konicaminolta.com.au/products/office-printing/bizhub-c551i 

Print Room

bizhub C751i

https://www.konicaminolta.com.au/products/office-printing/bizhub-c751i 

Ricoh Australia Pty Ltd

Small

Ricoh IM C2010

Ricoh IM C2010 Web Page and Brochure

Primary Contact: Ben De Mamiel

Email: bdemamiel@ricoh.com.au

Phone: 0406 702 755


Tina Economou

Email: teconomou@ricoh.com.au

Scott Kennan

Email: skennan@ricoh.com.au 

Medium

Ricoh IM C3010

Ricoh IM C3010 Web Page and Brochure

Large

Ricoh IM C6010

Ricoh IM C6010 Web Page and Brochure

Print Room

Ricoh IM C8000

Ricoh IM C8000 Web Page and Brochure

 

Engaging a Panel Member – The Procedure


On identification of specific requirements Catholic Education Schools, ELC’s and/or Office stakeholders (Catholic Education Stakeholders) may either:

  1. Sole selects a Panel Member for service provision; or
  2. Approach one or more Panel members for the provision of a Quote. The RFQ process will provide the opportunity to provide information that addresses the individual requirements of the specific location.

How to decide who to use?

A summary of response times and additional ongoing charges such as Call Outs and Price per Page printing has been extracted from the Deeds to assist in deciding on which supplier will best suit your needs (see below). Alternatively, two or three suppliers may be engaged and a decision made later.  The Agreed Pricing provides the opportunity to establish a budget estimate before proceeding as available models can be reviewed. 



Step #

Summary

Description

Owner

#

Start

A requirement for a new device has been identified. 

Service Area / School

1

Obtain Budget Estimate

Final configuration will not be available but an assessment on size required (small, medium, large or print room size) should be able to be made. Review agreed pricing for each supplier to collate. The easiest method is to select the size of the printer assessed and add on all available options.

Service Area / School

2

Engage Finance Business Partner

Engage your Finance Business Partner to determine whether there is sufficient budget to progress.

Service Area / School

Decision

Budget Available?

If yes, go to Step 3 Engage with preferred Supplier(s)

If no, go to End Procedure

Finance Business Partner

3

Complete RFQ Form

Complete the RFQ form with high level requirements. 

  1. All devices should have a papercut licence associated with them. This should be included in the quote as an optional charge as ICT may have excess licences that can be utilised. Should you proceed with the purchase, this can be confirmed with ICT prior to submitting a Work Order.
  2. Include any special delivery requirements e.g., delivery to the 1st floor through the loading dock, etc and ensure these are advised to the supplier.
  3. If there are any devices on site that need to be removed by the supplier, provide the make, model, and serial number and confirmation that the devices are not encumbered e.g. nothing is still owed to leasing companies.
Send to the supplier or suppliers if sourcing quotes from more than one.

 

Service Area / School

4

Engage with Supplier(s)

The supplier(s) will conduct an assessment and will make a recommendation to enable you to select the best solution to meet requirements for your school. They can also assist you to complete the Request for Quote (RFQ) form. Engage with the Supplier; or Suppliers if looking to compare options and send them a copy of the RFQ; contacts are provided in this procedure; and arrange with them to visit your location.

Service Area / School

5

Conduct Assessment / Make Recommendation

The supplier(s) will conduct an assessment and will make a recommendation to enable you to select the best solution to meet requirements for your school.

Supplier(s)

6

Provide Quote

The supplier(s) will provide a formal quote. 

Supplier(s)

7

Review Quote

Review quote(s) for accuracy against RFQ requirements and agreed pricing. The quote should be in a format that uses descriptions and terminology consistent with the pricing that has been agreed. If not, it should be returned for updating.

Service Area / School

Decision

Correct Format?

If yes, go to Decision Proceed with Purchase?

If no, go to Step 6 Provide Quote

Service Area / School

Decision

Proceed with Purchase?

Decide if the purchase will proceed.

If yes, go to Step 8 Confirm Paper Cut Licencing

If no, go to Step 12 Advise Supplier(s)

Service Area / School

8

Confirm Paper Cut Licencing

Submit a Service Request to the ICT Team, via the ICT Portal, requesting confirmation of whether papercut licencing is required. Attach a copy of the quote for reference. 

Service Area / School

9

Advise Licence Requirements

ICT will advise whether additional Papercut licencing should be included in the Work Order or whether spare licences are available.

ICT

10

Complete Work Order

Complete the Work Order form applicable to the preferred Supplier including Papercut Licencing if applicable

Service Area / School

11

Finance Delegate Approval

Send the completed Work Order to the Finance Delegate for approval and execution

Service Area / School

Decision

Approved?

If yes, go to 13 Send Executed Work Order

If no, go to 12 Advise Supplier(s)

Finance Delegate

12

Advise Supplier(s)

Suppliers(s) to be advised if unsuccessful in RFQ procedure or if Finance Delegate approval is not provided.

Go to End Procedure

Service Area / School

13

Provide Executed Work Order

The executed Work Order is to be provided to the Supplier

Service Area / School

14

Execute Work Order

The Supplier will execute the Work Order and return the completed document to the Service Area / School 

Supplier

15

Raise Purchase Order

A purchase order will be raised in accordance with CECG’s standard procedures and will be provided to the Supplier

Service Area / School

16

Fulfill Work Order

The Supplier will commence fulfillment of the executed Work Order

Supplier

17

Raise ICT Service Request

Submit a Service Request to the ICT Team, via the ICT Portal, requesting support for installation. Include a copy of the Work Order for reference.

Service Area / School

18

Negotiate Delivery / Install Dates

The Service Area / School will negotiate Delivery / Install dates seeking input from the Supplier and ICT.

Service Area / School - Lead

Supplier

ICT

19

Manage Install / Decommission activities

The Service Area / School will manage install and decommission activities (if required) providing any necessary coordination between the Supplier and ICT. 

Invoicing and payment will be managed outside of the procedure.

Go to End Procedure

Service Area / School - Lead

Supplier

ICT

20

Resolve Service Request

ICT will update internal records and documentation as required and resolve the Service Request

Go to End Procedure

ICT



Support Services Summary

The following information is provided to assist in selecting a preferred supplier. Please note, all service calls must be made to the Supplier, not to the subcontractor / service agent.

Supplier

Contact

Response

Restoration

Support Provided by:

Support Regions

Ricoh

24 x 7 Portal
 7am - 7pm AEST Contact Centre

• Average 4-hour response time (metropolitan locations)
 • Average 8- hours response time (regional locations - 50kms to 200kms from the nominated business partner)
 • Average Next Business Day response time (regional locations - 200kms+ from the nominated business partner)

 

Metropolitan - 1 BD
 Regional - 2 BDs
 Remote - 3 BDs

Ricoh Direct

 

Subcontractors:
 KK Technical Services
 Bega Valley Computers
 Micro TechDPS - Wagga, Albury-Wodonga, Griffith, Leeton
 Select Digital Orange

Region 1 - ACT
 Regions 2 - Crookwell, Goulburn
 Region 3 - Braidwood, Cooma, Bombala
 Region 4 - Batemans Bay, Broulee, Moruya, Bega, Pambula
 Region 5 - Gundagai, Adelong, Tumut, Batlow
 Region 6 - Yass, Boorowa, Murrumburrah, Cootamundra, Young, Grenfell
 Region 7 - Lake Cargelligo, West Wyalong, Temora

Konica Minolta

24 x 7 Portal
 8.30am - 5pm BD Helpdesk

• Average 4 hour response time (metropolitan locations)
 • Average 8 hours response time (regional locations - 20kms to 50kms from dealer)
 • Average 16 hour response time (50-200km from dealer)
 • Average 36 hour response time (200-350km from dealer)

8 hour average (0-20km from dealer)
 12 hour average (20-50km from dealer)
 20 hour average (50-200km from dealer)
 40 hour average (200-350km from dealer)

Konica Minolta (Regions 1, 2 and 3)


Subcontractors

Southern Business Machines - Nowra (Region 4)
 Next Office Tech - Albury (Region 5 - Gundagai, Adelong, Tumut and Batlow)
 Next Office Tech - Albury (Region 6 - Murrumburrah and Cootamundra)
 Country Business Machines (Region 6 - Grenfell, Young)
 Riverina Document Centre - Griffith (Lake cargelligo, West Wyalong and Temora)

Region 1 - ACT
 Regions 2 - Crookwell, Goulburn
 Region 3 - Braidwood, Cooma, Bombala
 Region 4 - Batemans Bay, Broulee, Moruya, Bega, Pambula
 Region 5 - Gundagai, Adelong, Tumut, Batlow
 Region 6 - Yass, Boorowa, Murrumburrah, Cootamundra, Young, Grenfell
 Region 7 - Lake Cargelligo, West Wyalong, Temora

Fujifilm

24 x 7 Portal

• Average 4 hour response time (Region 1)
 • Average 6 hours response time (Region 2-6)
 • Average 8 hours response time - (Region 3 to 7)

Metropolitan - 1 BD
 Regional -16 hours
 Remote - 16 hours

Fujifilm Direct (ACT, Queanbeyan, Yass, Goulburn, Crookwell)

 

Subcontractors
 FX Business Centre - Batemans Bay & South Coast (Region 3 and 4)
 Viatek Southern Region - Albury and Wagga (Region 5, Region 7 and Cootamundra, Murrumburrah)
 Viatek - Orange (Boorowa, Young, Grenfell)

Region 1 - ACT
 Regions 2 - Crookwell, Goulburn
 Region 3 - Braidwood, Cooma, Bombala
 Region 4 - Batemans Bay, Broulee, Moruya, Bega, Pambula
 Region 5 - Gundagai, Adelong, Tumut, Batlow
 Region 6 - Yass, Boorowa, Murrumburrah, Cootamundra, Young, Grenfell
 Region 7 - Lake Cargelligo, West Wyalong, Temora



Additional Charges


Supplier

Print Management Services

 

Service Call Out (onsite presence required)

Delivery and Install Charge

 

 

 

Region / Print Size

Cost per page

 

Device Type

Cost per Device

Additional of same type

Ricoh

Region 1

Metro - Mono

Metro - Colour

 

Region 2-7

Regional - Mono

Regional - Colour

 

$ 0.0046

$ 0.046

 

 

$ 0.0055

$ 0.055

 

 

 

 

Konica Minolta

Region 1, 2 and Yass

Black and White

Colour

 

Region 3, 4, 5, 6 and 7 (excluding Yass)

Black and White

Colour

 

$0.005

$0.049

 

 

$0.006

$0.06

Region 4 – Batemans Bay, Broulee, Moruya - $134

Region 5 – Gundagai, Adelong, Tumut, Batlow - $172

Region 6 – Murrumburrah, Cootamundra - $245

Region 6 - Young, Grenfell - $142

Region 7 – Lake Cargelligo, West Wyalong, Temora - $152

Small – A4

Medium – A3

Large – A3

Print Room – A3

$234

$421

$421

$421

$132

$191

$191

$191

Fujifilm

Region 1

Small 

Black and White

Small Colour

 

 

$0.0065

N/A

 

 

 

 

 

Small Alternative / Print Room Alternate

Black and White

Colour

 

 

$0.0055

$0.055

 

 

 

 

 

Medium / Large / Print Room

Black and White

Colour

 

$0.0045

$0.045

 

 

 

 

 

Region 2-6

Small

Black and White

Colour

 

 

$0.0065

N/A

 

 

 

 

 

Small Alternate / Medium / Large / Print Room

Black and White

Colour

 

 

$0.0065

$0.065

 

 

 

 

 

Region 7

Small

Black and White

Colour

 

 

$0.0075

N/A

 

 

 

 

 

Small Alternate / Medium / Large /Print Room

Black and White

Colour

 

 

$0.0075

$0.075

 

 

 

 








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